Project files/en/

PROJECT DOCUMENTS

4PM document management system supports:

• arranged documents in project folders and sub-folders
• advanced search options for the documents (by content, title, date of publication)
• version control and
• access control to folders (view, edit, downloads, uploads)
• easy editing of folder access rights (view, edit)
• multi-upload of files
• e-mail notifications with links to file(s) (send a link via e-mail).
• e-mail notifications with links to folders
• file commenting
• moving files between folders (copy, cut, paste)
• history of file use: downloads, links by e-mail, versions

Folders - structure

Each project folder has 4 sub-folders by default settings:

• TASKS - all documents added to task or project comments and description fields.
• FINANCE - documents added to cost and income entries.
• PORTALS - documents added to project portal.
• LAST CHANGES - last documents added or changed in a folder and its sub-folders (according to user access rights).

• access to folders Tasks, Finance, Portals depends on access rights to corresponding functionalities.

Each folder can have new folders and sub-folders. Sub-folder inherits access rights of parental folder. Access rights can be modified.

Adding new folder

1. select folder (bold) to add subfolder
2. Click the icon add folder .
3. Enter folder name and confirm

Folder info

Click to open:

• folder info
• folder history - and
• set user access rights

New subfolders inherit the access rights of the parent folder. Rights can be adjusted for each folder. Each folder can have preset the default rights (see, edit) for new team members.

Display mode of a folder

The content of the selected folders (bold) appears in the central list. You can set layout mode :

1. Select folder
2. Click switch layout
   • list
   • grid

Folder access rights

1. click
2. set access rights to users:
   • no view
   • can view
   • can view and edit
3. find users in search field or by project role (dropdown list)
   • If you change the rights for different users, use the reset button for reverting the changes back to the initial state.
   • Set access rights for individual users.

• NEW FOLDER inherits default access rights of parent folder.
  • view - users can see (and download) the content (files or subfolders) of folder.
  • edit - user can edit the content (change versions, access to older versions, comments, metadata …).
• grey fields cannot be changed.

NEW - Folder link

Each folder has a link you can:

1. copy (and attach it to comment)
2. send folder link by e-mail notification.

FILES IN PROJECT DOCUMENTS

Uploading new files

1. select folder (bold)
2. to start upload click .
3. select file (from your computer)
4. multiple files can be uploaded (use ctrl / shift) at once
5. uploaded filed appear as content in the selected folder

NEW - Downloading files

• one click - select file
• double click - start downloading file

NEW - Automatic versioning

If you upload a file with the same name as a file already in a folder, 4PM identifies a conflict. You can

• override old file with the new version (automatic versioning) or
• rename and load it or them as new file

NEW - Advanced features

You can

• copy (ctrl+c) and paste (ctrl+v) to other folder
• cut (ctrl+x) d paste (ctrl+v) to other folder
• delete or
• send document link by e-mail
  • select recipient (or a group) to send notification with file / folder link and comment;
  • select multiple files (ctrl, shift + click) to send multiple links by e-mail (you send only links to files, not files).
  • select recipients from the list of users with access rights.
• files can be locked for editing . Other users can see the file, download the file but cannot change it. Only user that locked the file can unlocked it

File details - right side window

Each file has history details and meta data

• renaming the file -
• uploaded by: user
• version: number of version
• uploaded: date and time of upload
• size: file size

downloads: number of downloads link: link (URL) to file key words: text field LOCK : user can lock file for editing (adding new version), download is sill possible.

NEW - File comments

You can write a comment for each file write (eg. changes in the file, the new version). You can send e.mail notification with a comment and a link to the file via e-mail.

NEW - File link

You can send one (click) or more links (ctrl, shift + click) to files by e-mail notification .

E-mail notification

• to members of project team
• have access to folder with document
• are active users (normal, guest or admin access)

File history

• versions (all)
• downloads (click to file)
• sent emails (as comment or link) with sender and recipient(s)
• name history

File search

Document search is possible in folder and sub-folders.

1. enter text in search field
2. click icon SEARCH

4PM displays a list of files that contain search text. 4PM displays only files that are in folders a user can see.

Search uses:

• text content (Word, Excel, pdf)
• document name
• key words
• up-load date.

TIP If you do not know the location (folder) of a file, select the top folder you know and enter search text.

Standard folders

You can edit standard project folders in tab DOCUMENTS / STANDARD FOLDERS

• click + ADD to add standard folder
• enter folder name
• select if this is standard folder for
  • all active projects
  • only selected project group
  • only selected project module
• each standard folder can have sub-folders

Only admin user can edit standard folders. Users cannot rename subfolders, they can add sub-folders and upload documents.

PROJECT DOCUMENTS

Where can I upload documents

1. tab DOCUMENTS: direct upload to selected folder (use icon [file:10.IkonaDodajDokument.jpg‎])
2. TASKS, MILESTONES, MEETINGS in My 4PM, in Project, lists...
   1. upload to field description or
   2. upload to comment (use icon [file:IkonaPriponka.JPG‎])
3. FINANCE - direct upload to folder FINANCE (use icon [file:IkonaPriponka.JPG‎])
4. PORTAL - upload to portal section
5. COMMENTS - upload to text file (use icon [file:IkonaPriponka.JPG‎])

Change of document version in other parts of 4PM (tasks, comments)

1. click icon [file:IkonaPriponka.JPG‎]) to start attaching documents
2. in the list of folders find document you would like to change
3. click icon [file:2.2.2.ikonaSvincnik.jpg] to start editing file
4. select new file to upload
5. save the upload SAVE
6. attach link [file:4.2.9.ikonaKljukcaZelena.jpg]

Search

Document search is possible in folder and sub-folders.

1. enter text in search field
2. click icon SEARCH or press ENTER

4PM displays a list of files that contain search text. 4PM displays only files that are in folders a user can see.

Search uses:

• text content (Word, Excel, pdf)
• document name
• key words
• up-load date.

TIP: If you do not know the location (folder) of a file, select the top folder you know and enter search text.

Document details

Each document (file) has history details and meta data - icon eye:

• document history - versions - latest on top, accessible to all users, in all links to this document
• document type,
• user that uploaded document,
• upload date,
• document down-loads: who and when,
• key words: use comma to separate,
• text comments (not sent by e-mail),

LOCK: user can temporary lock file for editing (adding new version) MOVE: move file from one folder to another.

How can I check who has accessed my document in 4PM

Find your document:

• use search function ,
• or find it in a folder,
• click document details icon .

In a table downloads you'll find list of all downloads.

Standard folders

You can edit standard folders in tab DOCUMENTS / STANDARD FOLDERS

• click + ADD to add standard folder
• enter folder name
• select if this is standard folder for
  • all active projects
  • only selected project group
  • only selected project module
• each standard folder can have sub-folders

Only admin user can edit standard folders. Users cannot rename subfolders, they can add sub-folders and upload documents.

Additional tips & tricks

Document management tutorial